Title
Utility Management System Maintenance and Support
Action
Action:
A. Approve the purchase of Cognos Reporting Engine maintenance and support services from a federal contract as authorized by G.S. 143-129(e)(9a),
B. Approve a contract with International Business Machines Corporation for the purchase of Cognos Reporting Engine maintenance and support services under the General Services Administration IT Schedule, effective October 1, 2007, GS-35F-4984H,
C. Authorize the City Manager to extend the contract for additional one-year terms as long as the federal contract is in effect, at prices and terms that are the same or more favorable than those offered under the federal contract,
D. Authorize the continued use of maintenance and support under the existing Utility Management System contracts, as follows:
- Banner software maintenance and support contract with Hansen Technologies Company;
- ABB Service Suite maintenance and support contract with ABB Enterprise; and
- Atomic Scheduling Engine contract with Atomic, Inc.,
E. Authorize the City Manager to purchase maintenance and support under the City’s existing Utility Management System contracts, as detailed above, for as long as the City uses the system, and
F. Authorize the City Manager to purchase additional software licenses, services, and hardware as needed from time to time to optimize the City’s use of the system, and to approve other amendments consistent with the City’s business needs and the purpose for which the contracts were approved, including price adjustments.
Body
Staff Resource(s):
Robert Campbell, Management and Financial Services,
Barry Gullet, Charlotte Water
Federal Contract Exemption
G.S. 143-129(e)(9a) allows local governments to purchase from contracts established by the United States government, including any federal agency, if the contractor is willing to extend the same or more favorable prices, terms, and conditions as those established under the federal contract.
Explanation
§ Management and Financial Services in collaboration with Charlotte Water uses a comprehensive Utility Billing Management System comprised of multiple integrated software systems, for the billing and collection of approximately $425 million annually in water, sewer, and storm water-related services.
§ The Service Suite software application integrates with the Banner software to manage service orders associated with Utility Billing Management Activities, including monitoring of system activities, generation of automated notifications, and automation of various system processes.
§ The Banner and Service Suite products were previously owned by the same company, ABB Enterprise Software. The Banner product was purchased by Hansen Technologies Company in 2014.
§ On September 24, 2014, the City Council approved a one-year contract amendment to the existing maintenance and support agreements for Banner and Service Suite, with two one-year renewals thereafter.
§ On October 1, 2007, the contract for Cognos Reporting Engine was awarded by General Services Administration, and is currently extended through December 17, 2015.
§ International Business Machines Corporation is willing to provide Cognos Reporting Engine maintenance and support services to the City at the same or better terms as are provided in its contract with the GSA.
§ These contracts provide ongoing software maintenance and support, including upgrades and issue resolution support, both of which are essential to ensuring the uninterrupted operation of the Utility Billing Management System.
§ Approval is requested for the City Manager to continue to purchase maintenance and support for as long as the City uses the software. This may be done by amendment to the original contracts if necessary or by new contracts with the same or other vendors that may offer such services in the future.
§ Expenditures for maintenance and support are estimated as follows on an annual basis, subject to adjustments as authorized by the contracts, or by the City Manager:
- Banner Software - estimated $370,000 annually;
- Service Suite Software - estimated $105,000 annually; and
- Cognos Reporting Engine and Atomic Scheduling Engine software - estimated aggregate $65,000 annually
§ Approval is also requested for the City Manager to purchase such additional software licenses, services, and hardware as needed from time to time to optimize the City’s use of the system.
§ Expenditures in this category during the first two years are expected to include $120,000 for additional Banner System licenses.
Charlotte Business INClusion
Action B:
This is a federally sourced contract and is exempt (Part A: Appendix 1.27 of the Charlotte Business INClusion Policy).
Action D:
No subcontracting goals were established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy).
Fiscal Note
Funding: Management and Financial Services Operating Budget